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Vaughan is one of Canada’s fastest-growing cities. Its emerging downtown, the Vaughan Metropolitan Centre; Canada’s first smart hospital, the Cortellucci Vaughan Hospital; and the 900-acre North Maple Regional Park continue to generate momentum and excitement. Be part of something amazing and build your career at the City of Vaughan!The City is an equal-opportunity employer and a forward-looking municipality that is committed to fostering a dynamic workplace that is diverse, inclusive and welcoming. As an award-winning organization for its employment and diversity and inclusivity practices, the City is focused on providing its employees with a thriving professional environment that leverages flexible work arrangements, a family-focused benefits package emphasizing work-life balance, learning and growth opportunities, and a place where collaboration and teamwork are valued. Excellence demands brilliant personalities, visionary thinking and a passion for public service. Vaughan is your place to grow.
In addition to providing confidential support services to the City Clerk and Deputy City Clerk, is responsible for maintenance of the confidential record of Council and managing the administrative functions of the City Clerk’s Office including human resources, purchasing, budget matters, administrative support to the corporate mail and printing unit, access & privacy, archives and records management units, and Council Office personnel matters. Ensures front counter customer service, including management of front-line clerical staff, effective collection and analyzing of program metrics, and coordination of correspondence and document execution functions. Oversees administration of protocol services including drafting reports to Council as required. Liaises with Office of the Mayor, Office of the City Manager, Office of the City Solicitor and executive and administrative assistants as required.
Office Coordination and Administrative Support to City Clerk/Deputy City Clerk• Supports the Office of the City Clerk with administration of the department including payroll, petty cash distribution, policy and department management activities. Performs various record keeping duties including the maintenance of departmental records related to staff such as attendance recording, renewals of subscriptions and memberships, etc. and updates this material as required.• Provides all aspects of administrative support to the City Clerk, and Deputy City Clerk as required.• Coordinates weekly department management meetings, minute-taking, calendar bookings, meeting materials, filing, archiving, etc.• Prepares a variety of documents for signature. Drafts reports for Council on behalf of the City Clerk. Prioritizes and ensures confidentiality of urgent matters.• Researches, analyses and summarizes material to assist the City Clerk as required.• Liaises with Council Offices, other staff, senior management and executive and administrative assistants as needed to carry out the City Clerk’s business.• Acts as a liaison between the public and the City Clerk, including the signing of Life Certificates on behalf of the City Clerk.• Provides management support to the Deputy City Clerk for the administration of the corporate mail and printing unit; relating to prioritizing and delegating workload, scheduling staff, establishing and implementing procedures, and management of equipment contracts.Co-ordinates, prepares and maintains Confidential Closed Session Agendas for Committee and Council and maintains associated Confidential Correspondence• Under tight and varying timeframes, ensures timely and accurate preparation of confidential agendas and memoranda and distributes and maintains files of highly sensitive and confidential materials for Committee of the Whole (Closed Session) and Council meetings (such as employment issues pertaining to City staff), ensuring strict confidentiality.• Ensures members of Council and senior staff are apprised of any relevant formal and/or confidential correspondence to the City Clerk or City Clerk’s Office.• Creates and maintains general and confidential files as required.Administrative Management Function• Manages the departmental front-line clerical staff as it relates to training, performance appraisals, discipline, including all other aspects of Performance Management, as well as provides recommendations on existing staffing levels.• Participates in the recruitment process and prepares recommendations concerning selection of administrative and clerical staff.• Co-ordinates and monitors the reception/clerical activities of the department daily including prioritizing and delegating workload, procedures, scheduling, etc.• Ensures the needs of the department and its clients, both internal and external, are being met in a timely manner.• Prepares and distributes Support Letters for Special Occasion Permits on behalf of the City Clerk.Protocol• Administers the City’s Policy for Proclamation, Flag Raising and other protocol matters, including circulation and report preparation. Municipal Election Logistics• Under the direction of the City Clerk, coordinates various facets of the Municipal Election as assigned. Percentage of time allocation to increases in Election year.Budget/Financial• Assists in the preparation of and monitors the Clerk’s department budget on a regular basis.• Locates and compiles all required historical and current documentation, based on solid knowledge of the budget preparation and administering process.• Oversees the collection of program performance measures.Performs other related duties on an as needed basis that are in accordance with job responsibilities or necessary department and corporate objectives.
• Two (2) year Community College Diploma in Secretarial Sciences or related discipline or suitable equivalent• Minimum five (5) years administrative/secretarial experience including one (1) year at a supervisory level, preferably in a municipal environment familiar with employees managed by collective agreements.• Working knowledge of word processing and spreadsheet software applications and proficient keyboarding skills.• Excellent interpersonal, organizational, records management and written/oral communications skills.• Political acumen and sound judgement are critical skills required in this role.• Ability to deal effectively and courteously with the public and staff. Breadth of responsibility of the City Clerk’s Office required incumbent to have a broad understanding of the Municipality.
We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions. The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.